Customer Cards & Credit Applications

Owner

Untitled

Verification

Department

Operations

Type

Standard Procedure

Use Cases

Credit

SOP Overview

How to create a new customer card and process new credit applications. This SOP covers the following territories and customer types:

NY
NJ
OS
PLCB
Sales Reps
Portfolio Managers

‣

Terminology

Step-By-Step Instructions

New Customer Card

🏁

Customer > Click + ‘New’

Checklist for Required Fields

General

1️⃣

General

Go to Customers → New
Press Tab for the system to autogenerate a new customer no. ex: C11369
Name: Enter the Trade Name, also known as the DBA (Doing Business As)
Personal Guarantee - If the credit app is signed toggle to the right to green
Corporate Name also known as Premise Name
Enter credit limit on new customer
Salesperson code: Enter the salesperson assigned to the account by Sales management
enter salesperson name and email under Email Addresses for sales invoices to CC
**Territory Code: must be filled in.

No Field

Name

Corporate Name

Blocked

If app is not complete

Salesperson Code

Territory Code

Address & Contact

2️⃣

Address & Contact Card

Enter the billing address in this fast tab if it matches the shipping state.

A. If the billing state and shipping state are different and the shipping is a warehouse location, continue to enter another shipping location.

B. If the ship to and bill to are different and the sell to state does not match billing, the ship to location would go in the address & contact fast tab and the billing customer would need to be created and the no. Would begin with a “B” instead of a “C” and would be updated in the invoicing section

Enter in address fields.

Contact Card

Organizational Level Code

Buyer

Accounts Payable

Address

Billing goes on front of the card

Alternate Ship to if applicable

Country/Region Code

City

State (use abbreviation. Example: NY, WY, MN)

Zip Code

County Code

Phone No

Contact Code (Click + New) Once Contact Code is created, it populates ‘Contact Name’

Name

Organizational Level Code

Email (within the Contact Card)

Email Setup

➕

How to properly set up the customer card in 2 places

One Email = Buyer for front of card

Customer > Email

💡Only 1 email address per line.

If you need to delete a line, watch Loom video on how to properly do this.

Make sure to use the Contact Card (Contact No. column), the Contact card has an email set up too. If email is blank on the Contact Card, it will also be blank when selecting to add it to Customer Statements section.

Invoicing

3️⃣

Invoicing - IMPORTANT FIELDS

**Tax Registration No. is required. Customer should have filled out the Resale Certificate with credit app. **Required
**Beverage Tax Area Code: select correct code
**Gen. Bus. Posting Group: Enter “TRADE”
**Customer Posting Group: Enter “CUSTOMER”
**Customer Price Group: Select the price group for the state we are selling

Tax Registration No = Can be found in Resale Certificate Part 1

Beverage Tax Area Code

Only to be filled out in 3 areas.

Gen Bus. Posting Group = TRADE

Customer Posting Group = CUSTOMER

Customer Price Group

Price posting for the state they are selling in

Customer Price Group = NY/NJ/OS

Payments

4️⃣

Payments

Payment terms Code = 30 Days Default

ACH - if filled out

Payment Method Code

Can be blank unless they specify their option for payment

Reminder Terms Code

Print Statements = Toggle On

Shipping

5️⃣

Shipping

Ship to Code

If address is different from Billing address, set up ship to code and select the appropriate code

Location Code

Code

Agent

Base Calendar Code

Preferred Bank Account Code

If ACH Debit Form is filled out

Customer > Direct Debit Mandate (SOP to be created)

Reminder Terms Code

Select respective territory: NY, NJ, OS

365 WineTrade

6️⃣

365 WineTrade

Sales Region Code

Category Code

Order Type Code - Choose appropriate

Sales

Sales-UP

PLCB Orders

PA Direct

OS Order

Samples

NJ Co-op

Save License to customer card. Required by state compliance

Customer > Co-op

Delivery Instructions

Toggle ‘Prestige’ if the Customer is Prestige

Inventory Allocations

7️⃣

Inventory Allocation

Allocate = Toggled On to show in the Allocation Fact Box in Customer list view

Allocation Code (can be created by OB on an as needed basis)

Credit

Samples

8️⃣

Samples

Leave Blank -Salesperson Location Code

-Salesperson Bin Code Rep Samples are calculating on the Sales Budgets Page (ZZZ_Budget)

9️⃣

Credit

Credit Class Code

Payment Terms Code

SLA NJ - Manual Entry

12 & 3pm uploads from Credit team

NJ Prefix Structure = XXXX-XX-XXX-XXX

Manually enter License No. Prefix

Blue = License Type = 2 digit

Purple = Last 3 digits with a hyphen = input into the License No. Suffix

NY SLA

Manually enter License No. Prefix

Click Update

Populates based on SLA

Able to add License type Code and expiration Date

Sales Reps

➕

Reps - set up by Sales Management in ‘Sales Budgets’

Rep Sample Budget (Default $500)

Reps Customer (Sample) Card Fields

Order Type Code

Territory Code

Category Code

NY METRO

PLCB

NJ and NATIONAL

Additional Fields for PLCB Customers

Sales Rep will submit request for new customer set up to Credit department, including the following (credit may request more information) legal name, dba, LID number (aka SLA License No.), and store number.

TEW policy is to allow up to 24 hours for creation of a customer card.

Credit/Compliance will search the customer license type using the LID number provided.

Credit will alert Sales Rep when customer card is ready or if there are any issues.

Any changes in store number should be emailed to credit and order board. If it is a permanent change the customer will need to request an update on the loop to avoid confusion.

Keep this process consistent by adding the LID (aka SLA License No.) to the address field dependent on the PLCB order type. Examples for both Store and Direct are provided below.

🏁

Shipment Method

Code = Collect

Agent = L&M

Base Calendar Code = Choose Applicable. Cannot be blank.

For PLCB Store

💡

Code = 4 Digit Store Number

For Direct

💡

Code = 6 Digit LID

🏁

365 Winetrade

Sales Region Code

Category Code

Order Type Code

🏁

Credit

Once setup, SLA/LID can be found in Customer Card > State Liquor Authority Licenses Section > License No. Column

Payment Terms Code = 60 days

Example 2

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Temporary Licenses

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